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STANDARD OPERATING PROCEDURE
Project Intake & Prioritization
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Division: Information Technology Services
Document Number: PM-005
Department: Project Management Office
Prepared by: Project Management Office
Date created: 10/02/2025
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Reviewed/Approved by: IT Project Manager
Date of last review: 10/01/2026
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Purpose
To define the standard intake and prioritization process for new project requests at North Carolina Central University (NCCU), ensuring transparency, fairness, and alignment with institutional priorities.
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Scope
Applies to all NCCU faculty, staff, and departments requesting IT-supported projects or enterprise-wide initiatives requiring PMO oversight.
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Project Intake Process
- Submission: Requestor completes the online Project Intake Form in TeamDynamix, providing project description, justification, funding source (if applicable), and desired timeline.
- Initial Review: The PMO reviews the request for completeness, ensuring required information is provided.
- Categorization: The PMO classifies the request as:
- Major Project (high cost, high impact, requires cross-department coordination)
- Minor Project (single department, limited scope)
- Service Request (better handled in the ticketing app rather than project intake)
- Routing: Completed submissions are logged into the Project Request Queue in TeamDynamix for Steering Committee review.
Prioritization Criteria
Projects will be prioritized based on the following weighted criteria:
- Alignment with NCCU Strategic Plan and Chancellor’s priorities
- Regulatory, compliance, or security requirements
- Impact to students, faculty, and staff (number of users affected)
- Resource availability (staffing, budget, technology)
- Risk level and complexity
- Return on investment / institutional value
Steering Committee Review & Approval Workflow
- PMO Presentation: The PMO presents new requests to the Project Steering Committee at scheduled meetings.
- Committee Review: Each project is scored against the prioritization criteria and ranked accordingly.
- Decision:
- Approved & Prioritized – Added to the PMO project portfolio with an assigned start date and project manager.
- Deferred – Returned to requestor for additional details or resubmission at a later cycle.
- Rejected – Requestor is notified with explanation (e.g., outside scope, insufficient justification).
- Notification: The PMO notifies requestors of outcomes via TeamDynamix and, where approved, provides next steps (charter development, kickoff scheduling).
Relevant Policies & References
• NCCU Strategic Plan
• NCCU IT Governance Policy
• TeamDynamix Project Intake Form (available in Service Portal)